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NYS Comptroller

THOMAS P. DiNAPOLI

Contact Update Online Help

Navigating the Site

Once you've logged into the system, a list of your entity's contacts will display. If the list is long, you may want to sort or search to find a specific contact.

Sorting -

The list is sorted by title by default. To sort on another column, click on the caret (^) in the column header.


Searching -

To search, click the Search link at the top of the page. In the "Search for" box, type the name of the person you're looking for, and then click the Search button. The results display below the search area.

Entity Information

Above the list of your entity's individual contacts is your entity's general contact information. If you notice that this information is incorrect or incomplete, click on the Edit link.

Enter or change information as necessary, and then click on the Submit button to save your changes. Note that submitting changes to your entity's general contact information will not affect contact information for individual contacts.

Note: Entity information is currently not available for State agencies.

Updating Contacts

When you click on a contact, the choices below appear. When updating information, always provide business contact information rather than personal contact information.

Verify Contact Information

If the contact information for the selected contact is correct, choose Verify.

Click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.

Click the Submit button to submit the information.

Modify Contacts

If the contact listed is correct, but the contact information needs to be updated, choose Modify.

Update the information as necessary, being sure to use business contact information. Fields marked with asterisks (*) are required.

Once all required fields are up-to-date, click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.

Click the Submit button to submit the changes.

Replace Contacts

If the contact listed is no longer in the position on record and has been replaced by someone else, choose Replace.

Enter the contact information for the new contact, being sure to use business contact information. Fields marked with asterisks (*) are required.

Once all required fields have been filled in, click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.

Click the Submit button to submit the changes.

Remove a Contact

If the contact listed is no longer in the position on record and has not been replaced by someone else, choose Remove.

Click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.

Click the Submit button to submit the change.

Create Contacts

If there is a contact in a position that is not listed, choose New Contact at the top of the list. Only choose this option if the contact is in a new position that is not already listed. Do not choose this option if the contact is replacing someone else. In that case, choose Replace after selecting the person who is being replaced.

Once you've selected New Contact, enter the new person's information, being sure to use business contact information. Fields marked with asterisks (*) are required.

Once all required fields are filled in, click in the certification checkbox above the Submit button to confirm that the information you are about to submit is correct.

Click the Submit button to create the new contact.

Organizational Roles

An organizational role identifies common functions within organizations without regard to a person’s official title. For example, the organizational role "State Agency - Head of Agency" can be designated as Commissioner, Chancellor, or Director, and so on.

One person may have multiple organizational roles. For example, the Town Supervisor is commonly designated as both the Town Chief Executive Officer (CEO) and the Town Chief Financial Officer (CFO).

Below is a list of organizational roles with definitions:


Municipalities

Cities

City Attorney
Legal counsel for the municipality.
City CEO
Primary administrative authority for the city (e.g., executes contracts on behalf of the city). Most frequently used titles include City Mayor and City Manager.
City CFO
Financial authority for the city (e.g., signs city checks, certifies financial statements). Most frequently used titles include City Comptroller, City Treasurer and City Chamberlain.
City Clerk
Primary correspondent and recording officer for the governing board.
City Governing Board
Member of the City legislative body. The Board, among numerous other functions, adopts a budget, fixes the salaries of officers and employees, establishes rules of board procedure and designates the official newspaper of the City.
City Hwy (Highway) Contact
Responsible for the maintenance and repair of streets, bridges and related infrastructure.

Counties

County Attorney
Legal counsel for the municipality.
County CEO
Primary administrative authority for the county (e.g., executes contracts on behalf of the county). Most frequently used titles include County Executive, County Legislative Chairman and County Chairperson Board of Supervisors.
County CFO
Primary financial authority for the county (e.g., signs county checks, certifies financial statements). Most frequently used titles include County Treasurer, County Comptroller and County Commissioner of Finance.
County Clerk
Custodian of official county records.
County Clerk of the Board
Primary correspondent and recording officer for the governing board.
County Governing Board
Member of the County legislative body. The Board, among numerous other functions, adopts a budget, fixes the salaries of officers and employees, establishes rules of board procedure and designates the official newspaper of the County.
County Hwy (Highway) Contact
Responsible for the maintenance and repair of streets, bridges and related infrastructure.
Tax Data Preparer
Responsible for preparing and submitting the Tax Data Verification form.

Towns

Town Attorney
Legal counsel for the municipality.
Town CEO
Primary administrative authority for the town. Generally the Town Supervisor.
Town CFO
Primary financial authority for the town (e.g., signs town checks, certifies financial statements). Generally the Town Supervisor.
Town Clerk
Primary correspondent and recording officer for the governing board.
Town Governing Board
Member of the Town legislative body. The Board, among numerous other functions, adopts a budget, fixes the salaries of officers and employees, establishes rules of board procedure and designates the official newspaper of the Town.
Town Hwy (Highway) Contact
Responsible for the maintenance and repair of streets, bridges and related infrastructure.
Town Justice
Town justices have jurisdiction in criminal and civil matters, and in special proceedings as conferred by law. Responsible for moneys received by the justice court.

Villages

Village Attorney
Legal counsel for the municipality.
Village CEO
Primary administrative authority for the village (e.g., Mayor, but could be designated to Village Manager or Administrator by charter or local law if such a position was created).
Village CFO
Primary financial authority for the village (e.g., signs village checks, certifies financial statements).
Village Clerk
Primary correspondent and recording officer for the governing board.
Village Governing Board
Member of the Village legislative body. The Board, among numerous other functions, adopts a budget, fixes the salaries of officers and employees, establishes rules of board procedure and designates the official newspaper of the Village.
Village Hwy (Highway) Contact
Responsible for the maintenance and repair of streets, bridges and related infrastructure.
Village Justice
Village justices have jurisdiction in criminal and civil matters, and in special proceedings as conferred by law. Responsible for moneys received by the justice court.

Fire Districts

Fire District CFO
Primary financial authority for the fire district. Generally the Fire District Treasurer.
Fire District COB (Chairman of the Board)
Primary administrative authority for the fire district. General the Fire District Chairman of the Board of Commissioners or the Fire District Commissioner.

Libraries

Library CFO
Primary financial authority for the library. Usually the Library Treasurer.
Library CEO
Usually the Library Board President or the Library Director.


State Agencies

Fiscal

State Agency – Head of Agency
Responsible for operation of the agency.
State Agency – Head of Facility/Campus
Responsible for operation of the facility, campus, or other entity that is under the umbrella of a main agency.
State Agency – Deputy for Administration
Responsible for administrative functions at the agency.
State Agency – Fiscal Officer
Responsible for procurement and for Business Office functions.
State Agency – Internal Auditor
Responsible for Internal Audit Unit and for agency audit functions.
State Agency – Internal Control Officer
Designated as the Internal Control officer.
State Agency – Audit Liaison
Facilitates the audit/review process.
State Agency – Voucher Authorizer
Responsible for authorizing the transmission of vouchers for payment to OSC.
 

Payroll

Payroll Administrator
Responsible for overall administration and management of agency payroll
Payroll Coordinator
Coordinates payroll operations for an agency with multiple payrolls or facilities.
Payroll Officer
Responsible for day-to-day payroll operations; point of contact for agency payroll matters; responsible for review, interpretation, and implementation of actions contained in payroll bulletin.
Payroll Officer Backup
Responsible for day-to-day operations in the absence of the Payroll Officer.
Payroll Representative
Receives payroll information from OSC; responds to OSC payroll inquiries.
Payroll Network Administrator
Provides technical support for access to the New York State payroll system.
Payroll Security Administrator
Designated agency representative who authorizes access, reactivates passwords and deactivates access to the New York State payroll system for agency staff; submits security requests resulting from changes in job assignments and employee separations.
Payroll Technical Representative
Provides technical support for computer applications; provides technical support to payroll system users for the transmission, receipt, and processing of data files.
State Agency – Human Resource Director
Responsible for development, direction, and leadership for recruitment and selection, training and development, organizational development, and compensation and employee benefits programs, as well as other Human Resources functions.
State Agency – Human Resources Representative
Administers personnel functions for a State agency; resolves issues relating to personnel transactions.
State Agency – Benefits Administrator
Administers benefits programs for State employees; handles enrollments; resolves benefits, Workers’ Compensation, and retirement issues.